Administrative Officer

Rolling Plans Pvt. Ltd (RPPL) announces the vacancy for Rural Enterprises and Remittance Project (RERP) . SAMRIDDHI is a seven-year project funded by International Fund for Agriculture Development (IFAD) and executed by the Ministry of Industry (MOI). Government of Nepal (GON) that aims at providing sustainable sources of income to poor households, migrant families and returnees in the Eastern and Central Regions of Nepal, by supporting the creation and expansion of family, micro, small and medium rural enterprises, both in the farming and off farming sectors. The goal of the project is reducing poverty and achieving sustainable peace through employment-focused, equitable and inclusive economic development.

APPLICATION PROCEDURE:

Application should include a cover letter, updated Bio-data and self-verified copies of necessary documents that qualify the CV. The application through email and/or by post should mention the job position and vacancy code in the subject line or in the envelope respectively. 

Fill the Application Form online from the link: www.rollingplans.com.np/samriddhi

The TOR may be revised at the time of employment agreement.

The organization reserves the right to reject any/all applications without assigning any reason whatsoever. Canvassing at any stage of the process shall lead to automatic disqualification.

DEADLINE:

The application needs to be received latest by 17:00Hrs, October 30, 2016 (Kartik 14, 2073) 

ADMINISTRATIVE OFFICER

POSITION'S KEY FEATURES

Job Title: Administrative Officer (AO)

Duty Station: PMO Itahari, Sunsari

Mode of Contract: Annual, with initial 6-month probation period, and extendable up to the project period based on satisfactory performance

Reporting to: Project Manager

PROJECT OVERVIEW

Rural Enterprises and Remittances (RER) - SAMRIDDHI is a seven years’ project signed between the Government of Nepal (GON) and International Fund for Agricultural Development (IFAD) on 10 December 2015 covering 16 hills and Terai districts. It aims at providing sustainable sources of income to poor households, migrant families and returnees in the Eastern and Central Regions of Nepal, by supporting the creation and expansion of family, micro, small and medium rural enterprises, both in the farming and off-farming sectors. Ministry of Industry (MOI) is the Executing Agency. Agro Enterprise Center (AEC) under Federation of Nepalese Chambers of Commerce and Industry (FNCCI), Helvetas Nepal, selected financial institutions and the business development service providers extending services to the rural areas are the key implanting partners. The Project comprises three inter-linked components encompassing the full set of interventions required to support RMSEs’ profitable and sustainable growth:

• Component 1: Promotion of RMSEs aims at (i) strengthening micro and small entrepreneurs, migrants and their families with sustainable access to adapted Business Development Services (BDS), i.e. non-financial services in support to enterprise creation and/or expansion; and (ii) vocational training and apprenticeship to poor households to build their skills and to secure gainful wage employment in RMSEs. Activities will be driven by an assessment of markets, business opportunities and available services and by an inventory and classification of existing RMSEs through a validation process.
• Component 2: Productive Investment builds on results of component 1 and aims at (i) facilitating RMSEs/migrants/remittance recipient households’ access to financial services at an affordable cost by sustainable financial institutions; and (ii) mobilizing migrants’ resources and skills for creating assets and promoting profitable rural enterprises. It will develop innovative financial instruments designed to offset major constraints faced by RMSEs in accessing investment loans at an affordable cost and to stimulate migrants’ savings and investment in profitable business development.
• Component 3: Institutional Support and Project Management aims at promoting a favorable policy and institutional environment supporting the development of RMSEs at a national scale and the contribution of migration to sustainable development.

Implementation Arrangements

The MOI is overall responsible for coordination and oversight. A Project Management Office(PMO), located at Itahari is responsible for day-to-day implementation of project activities with support from two Corridor Teams providing technical and management support to Enterprise Service Centers (ESCs) and migration-related activities at the district level. Technical partners - Helvetas Nepal and South Asia will support to implement of vocational training and knowledge management aspects. Besides, selected financial institutions and business development service providers’ are expected to support the implementation. A Project Steering Committee headed by MOI Secretary at the national level will provide oversight and guidance.

Expected Results

The development objective of the Project is that viable RMSEs, in both farming and off-farming sectors, provide sustainable sources of income to poor households, migrant families and returnees. Main indicators are: (i) 60,000 RER supported rural entrepreneurs expand their existing business or create a new one; (ii) 30,000 rural youth access job placement services; (iii) 30,000 RER-supported enterprises are still in business after 3 years, of which 33% owned by women/30% owned by migrant returnees; and (iv) 21,000 RER supported vocational trainees and apprentices, of which 33% of women, are in gainful employment over at least 6 months

Scope of Assignment:

The Administrative office is responsible for smooth operation of the PMO and ensuring that all personnel working in the PMO follow the administrative rules and procedures of the Project. The AO assists the Project Manager in managing the office, maintains personnel records and provides the logistic support to the professional and other staff.  The AO supervises the work of the support staff and that of the SPs who have been specially hired to facilitate or support the running of the PMO. The AO is also responsible for quality control of the services provided by contracted service providers. The AO also helps the PM and the PMO team in maintaining administrative discipline within the PMO.

KEY RESPONSIBILITIES AND DUTIES

The Administrative  Officer is  responsible  for ensuring the smooth operation of PMO and maintaining administrative records and providing logistic services to the project personnel and guests. The responsibility of Administrative officer include (but not imited to) the following:

• Maintain the office filing system of the PMO
• Maintain Project Records, minutes of the PSC meetings, other internal committee meetings communication with IFAD, Government, Project Partners
• Draft letters and other communication stuff for the project
• Organize meetings including arranging of the logistic support
• Manage the personal records of the Project Staff Time sheet, attendance, leave, travel,  disciplinary action, rewards)
• Develop reporting  format for such records and ensure  a monthly report to the PM
• Maintain the performance records of the personnel including performance appraisal reports, achievements, 
• Ensure regular supply of the utilities to the PMO
• Maintain the inventory of the project equipment’s and  office supplies
• Suggest to the project manager optimal utilization of the  project resources and ensure the curbing of the resources
• supervise the work of the support services providers like cleaning, gardening, Security
• Arrange the outsourcing of the services for the PMO  following the government rule
• Manage the project vehicles , check the log of travel submitted by drivers, ensure the supply of fuels,  engine oil and other consumables and regular maintenance of the vehicle 
• Oversee the work of the support staff and assign them their jobs 
• Do the performance evaluation of the  support staff working under the AO
• Support the corridor team and the ESC in establishing  their administrative system
• Maintain the roster of service providers and suppliers of office supplies
• Oversee the operation of the store at the PMO
• Ensure the  timely repair and maintenance of the office equipment’s (other than IT)
• Help the Project Manager in maintaining communication with Project Stakeholders
• Work with Financial management Officer to  ensure timely payment for office utilities and services
• Do other works as assigned by the PM 

QUALIFICATION AND EXPERIENCE AND COMPETENCIES:

• Post Graduate degree in Management, Public Administration, Business Administration or any other  relevant subject from a reputed institution with 3 years ofworking experiencein administration of relatively larger organisations or projects at proffessional level OR Bachelors degree in Management, Public Administration, Business Administration or any other  relevant subject from a reputed institution with 5 years of working experiencein administration of relatively larger organisations or projects at proffessional level.
• Capacity  to design, develop and maintain the office record keeping system both in physical and electronic systems
• Knowledge of GON rules and procedures in the areas of personnel administration, recruitment and procurement
• Ability to draft all outgoing correspondance including responses for the in-coming correspondances independently
• Ability to work in amulti disciplinary team
• Full working knowledge of the Microsoft Office, command over the spreadsheets
• Excellent communication skills spoken and written both in English and Nepali including typing in Nepali.

Desirable

• Experience of Human resource management/office management
• Experience of working in a donor funded Project

Salary and Benefits

• Tax on the salary will be applicable as per the prevailing GON rules and regulation. 
• Travel and the Daily Subsistence Allowance (DSA) will be as per the prevailing GON rule as applied for the gazetted class II officer while traveling out of the work station for official purpose.

Other Entitlements

Leave: The Specialist will be provided with 21 days of home leave and 6 days of casual leave annually, which will not be carried over to the next year. S/he will also be provided 12 days of sick leave per year, which if not consumed, will be carried over to the next year. The unspent sick leave will be compensated as per the existing salary scale at the time of termination of the contract or closing of the Project. In addition, s/he will also be provided with Mourning Leave – 15 days, Maternity Leave -2 months for women (15 days for men, for maternity care leave) and all public holidays.

Insurance: The Specialist has to insure his/her life including accidental insurance. The Project will reimburse 50 % of the monthly premium for the period working with the Project, not exceeding Rs. 300 per month, upon submission of copy of insurance policy and receipts.

Performance Assessment

The performance assessment of the Admin/Finance Officer will be based on the quality and timely completion of the tasks assigned and contributions to the Project outputs and outcomes. Details on the indicators for performance assessment will be negotiated and agreed upon on a later stage once s/he signs contract with the Project. The Project reserves the right to terminate the contract if the performance of the MS is assessed as unsatisfactory.

These Terms of Reference are subject to revision/update annually per requirement of the Project based on planning trajectory, modification in project design, or as recommended by Joint Reviews/Supervision Missions and lessons learned during the course of implementation.